ERP accounting links posted figures to the records behind them, such as purchase orders, goods receipts, supplier invoices and approved journal entries. At month-end, the question is not just whether the ledger has a number. It is whether the team can trace it to the right transaction and explain what still needs review before the period locks.
Cover illustration: a store accountant and receiving supervisor compare paperwork beside newly received cartons.
Keep receipt, posting and payment separate
A receiving record shows what the store accepted and when. A supplier invoice records what the supplier billed. A posted entry shows what accounting recorded, in which period and with what supporting evidence. A confirmed bank payment shows that funds moved. Paying an invoice does not establish that the goods receipt and posting are correct; an unpaid invoice can still have a valid ledger entry.
Receiving and purchasing check the goods, quantities and agreed terms. Accounting matches the records, reviews discrepancies and determines the proper treatment and period. Finance checks what is due, when cash is needed and whether payments settled. In a three-way match, compare invoice pricing to the purchase order and invoiced quantities to the relevant goods receipts. See Microsoft Learn on invoice matching.
Month-end example: 20 accepted receipts, two cases still open
At 18:00 on the last day of the month, one store reviews 20 accepted supplier receipts with a combined eligible source value of VND 240 million. Compare the full signed value on the accepted receipt records with the corresponding invoice amounts on the same basis. This illustration excludes tax, freight and discounts.
- 18 receipts, VND 210 million: the documents match, and the corresponding entries are posted in the eligible period.
- One receipt, VND 12 million: the store accepted the goods, but the supplier invoice is missing and there is no matched posting. Keep the receipt in the review and refer the obligation and cut-off treatment to accounting. A missing invoice does not settle whether an obligation should be recorded.
- One receipt, VND 18 million: the supplier's draft invoice shows VND 21 million. The VND 3 million difference is disputed and the invoice is unposted. Keep VND 18 million in the pending receipt value and track the VND 3 million mismatch separately.
At 09:00 the next day, before the period locks, the supplier validates a corrected invoice for VND 18 million. In this example, the receipt evidence supports the period cut-off, the period remains open, and an authorized review approves the treatment. The accountant posts the corrected amount in the eligible period. The cohort stays at 20 receipts and VND 240 million: the morning review updates the status of the same receipts, without adding next-day arrivals. The original 18:00 snapshot remains on record.
Three checks that tell different parts of the story
- Matched-and-posted completeness = eligible receipts fully matched and posted ÷ eligible receipts × 100%. This rises from 18 ÷ 20 = 90% to 19 ÷ 20 = 95%. Count each receipt once, even if it has several invoice lines or entries. This is a receipt review measure, not a claim that the entire ledger is complete.
- Pending source-value share = accepted receipt value not yet fully matched and posted in this review ÷ total eligible accepted receipt value × 100%. At 18:00, (12 + 18) ÷ 240 = 12.5%. At 09:00, 12 ÷ 240 = 5%. This is the value of receipts still pending in the example, not the amount already recognized as payable.
- Unresolved paired mismatch = sum of the absolute invoice–receipt differences for linked, disputed and unposted pairs on the same comparison basis. It falls from |21 − 18| = VND 3 million to zero once the only paired dispute is resolved. The missing invoice has no comparable invoice amount, so it is tracked separately. Do not add the mismatch to the pending receipt value or net one disputed pair against another.
| Check | 18:00 | Next 09:00 |
|---|---|---|
| Matched and posted | 18/20 · 90% | 19/20 · 95% |
| Matched source value | 210 | 228 |
| Pending source value | 30 · 12.5% | 12 · 5% |
| Paired mismatch | 3 | 0 |
Two receipt cases were open at 18:00; one remains at 09:00. A zero paired mismatch therefore does not mean there are no exceptions. For a wider report, fix the period, store scope and valuation basis first. Add comparable counts or values before calculating the percentages. If a percentage has no eligible denominator, report it as not applicable.
Review the evidence before locking the period
Give each exception an owner and a deadline. The receiving supervisor confirms the date and quantity accepted; purchasing checks terms and obtains the supplier's response; accounting reviews the receipt, invoice history and posting evidence to decide the treatment. Keep the actual event date, the date of review and the accounting period separate. If goods were accepted before the cut-off and an invoice arrives later, document the period decision and its approval rather than changing dates to make the checklist pass.
The authorized close owner checks the reconciliation, posting references and treatment of open items before locking the period under company policy. A later change requires the approved adjustment or reopening process, where permitted. Record the reason, approver, affected entries and period, and repeat the relevant checks before re-locking. See Microsoft Learn on period-end ledger close.
In a Blackwind demo, follow one receipt from the source documents to the entry in accounting and its payment status in finance. Ask to see the evidence behind both totals. For related examples, read how ERP links orders and source records and how to forecast cash for supplier payments. Talk to Blackwind to choose a month-end scenario and define what to verify.